📋 Module Overview
The Staff Module is the central hub for managing detailed records of all employees—including teachers, administrators, and support staff. It stores personal details, qualifications, employment history, and links to system user accounts.
🧭 How to Access
Click People in the main sidebar.
Select Staff.
🔎 Staff List & Finding Records
The main list displays all staff with key columns:
Photo
Staff ID & Name
Department & Designation
Phone & Centre
Status (Active, On Leave, etc.)
Actions: View, Edit, Delete
To find a specific staff member, use the filters:
Search Box: Name, Staff ID, Phone
Dropdown Filters: Department, Designation, Status, Centre
➕ Adding a New Staff Member
Click Add Staff and fill in the form:
| Section | Details to Fill |
|---|---|
| 1. Personal Information | First/Last Name, Gender, Date of Birth, Phone, Email, Address, Nationality, Religion, Blood Group, Marital Status. |
| 2. Employment Information | Staff ID, Centre, Department, Designation, Date of Joining, Employment Type, Qualification, Experience, Status. |
| 3. Emergency Contact | Contact Name, Relationship, Phone Number. |
| 4. Photo Upload | Select and preview a photo. |
Click Create Staff to save.
👤 Viewing & Editing a Profile
To view full details: Click the staff name or the View action button. The profile includes:
Personal & Employment Details
Qualifications
Assigned Classes (for teachers)
Attendance & Salary Summaries
Uploaded Documents
To edit information:
Click Edit from the list or profile.
Update the necessary fields.
Click Update Staff.
🔑 Creating a System Login (User Account)
To grant a staff member access to SSMS:
Method 1 (From Profile):
In the staff profile, click Create User Account.
Set the login email and initial password.
Assign a system role (e.g., Teacher, Admin).
Save.
Method 2 (Via User Management):
Go to User Management → Add User.
Enter the staff member's email.
The system will automatically link the new account to the staff record.
⚡ Managing Employment Status
Update a staff member's current state via the Edit form.
| Status | Description |
|---|---|
| Active | Currently employed. |
| On Leave | On temporary leave. |
| Resigned | Voluntarily left the institution. |
| Terminated | Employment ended by the school. |
| Retired | Has reached retirement. |
🏢 Staff Departments
Common departmental groupings include:
Teaching Staff – Classroom teachers, lecturers.
Administrative – Office clerks, secretaries.
Management – Principals, Vice-Principals, Directors.
Support Staff – Security, Maintenance, Cafeteria.
Accounts – Finance and billing personnel.
🗑️ Deleting a Record
⚠️ Best Practice: It is usually better to change a staff member's status to "Resigned" or "Terminated" rather than deleting the record entirely.
If deletion is necessary:
Click the Delete action button.
Confirm the action in the pop-up.
Note: This will also deactivate any linked user account.
✅ Best Practices Summary
Use a consistent format for Staff ID.
Regularly update contact and employment information.
Document all qualifications and certifications.
Create user accounts to grant system access as needed.
Update a staff member's status promptly when their employment changes.
Always maintain current emergency contact details.
You have now explored the complete Staff Module in SSMS—a powerful tool for efficiently managing your institution's most valuable asset: its people.
